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How to Generate and Troubleshoot Payroll Exports in Nowsta

Nowsta allows you to export payroll data from actualized shifts and timecards in formats that can be uploaded to supported payroll providers. This article explains how to generate payroll exports, configure payroll codes, troubleshoot common errors, and v

Important: Available payroll integrations and export formats may vary by account and payroll provider.

Overview

Payroll exports can include information such as:

  • Employee or Payroll IDs

  • Regular hours

  • Overtime and double-time hours

  • Pay rates

  • Department or cost-center information

  • Position and earning codes

  • Tips, reimbursements, and other additional earnings

How to Generate a Payroll Export

1. Review and Actualize Shifts

Before generating a payroll export:

  • Make sure all shifts for the pay period are complete.

  • Review and approve timeclock punches.

  • Close any open punches.

  • Verify breaks and other time adjustments.

  • Review applicable tips, reimbursements, or other additional pay.

  • Actualize shifts as needed.

2. Open the Payroll Report

Depending on your account configuration:

  1. Go to Reports or Time & Attendance in Nowsta.

  2. Select the appropriate payroll report or integration.

  3. Examples may include:

    • Payroll Integrations Report

    • ADP Export

    • Paychex Export

    • Custom Payroll File

3. Select the Pay Period

Enter the start and end dates that match the pay period used by your payroll provider.

Make sure the selected date range matches the payroll cycle before generating the file.

4. Export the File

Select Download, Export, or Export to CSV, depending on the report.

If your account uses an automated payroll integration or data sync, the information may be transferred automatically according to the integration's configured schedule.

Supported Payroll Systems and Formats

Nowsta supports payroll exports and integrations for various payroll systems. Availability may depend on your account configuration.

Examples include:

  • ADP — Workforce Now, Run

  • Paychex — Flex, Preview

  • Paycom

  • UKG / Kronos — UKG Ready, UKG Pro

  • QuickBooks / QuickBooks Online

  • BambooHR

  • iSolved

  • Gusto / Zeal

  • Custom Payroll Providers

Export Formats

Depending on the integration, exports may be provided as:

  • Standard CSV / Excel: Uses standard columns required by the payroll provider.

  • Custom Payroll File (CPF): A customized file format with specific column names, fixed values, date/time formats, or other formatting requirements.

  • Direct API / iPaaS Sync: Data can be transferred through an automated integration or scheduled data pipeline when supported.

How to Configure Department and Pay Codes

Proper payroll mapping helps ensure that employee hours and earnings are sent to the correct categories in your payroll system.

Payroll ID / Employee ID

The worker's Payroll ID should match their employee ID in the payroll provider.

This ID is used to connect the worker's Nowsta profile with the corresponding payroll employee.

Department or Cost Center Codes

Department or cost-center codes can be used to identify where labor was performed and how labor costs should be categorized.

Position and Earning Codes

Pay codes can be mapped to specific positions or earning types.

Examples may include:

  • Regular pay

  • Overtime

  • Double overtime

  • Holiday pay

  • Tips

Make sure the codes in Nowsta match the codes expected by your payroll provider.

Troubleshooting

"Unrecognized Employee ID" or "Worker Not Found"

Possible cause: The worker's Payroll ID is missing or does not match the ID in the payroll system.

Resolution:

  1. Open the worker's profile in Nowsta.

  2. Locate their Payroll ID.

  3. Compare it with the employee ID in your payroll system.

  4. Update the Payroll ID if necessary.

  5. Generate the payroll export again.

Incorrect or Generic Pay Item Code

Possible cause: A pay code is missing or incorrectly mapped to the worker's position.

Resolution:

Review the position's payroll settings and make sure the correct external pay code is configured.

Missing Hours or Shifts

Possible causes:

  • The shift has not been actualized.

  • The shift is still scheduled rather than completed.

  • A timeclock punch is still open.

  • A timecard has not been approved.

Resolution:

  1. Review the affected event.

  2. Check the worker's timecard.

  3. Close any open punches.

  4. Verify the hours and adjustments.

  5. Approve or actualize the timecard.

  6. Generate the export again.

Overnight Shift or Cross-Midnight Issues

Possible cause: A shift crosses midnight and the hours are being attributed to an unexpected day or work week.

Resolution:

Review the account's work week start day and time and applicable overtime rules. These settings can affect how hours are assigned across work weeks.

Import File Header or Delimiter Error

Possible cause: The CSV's headers or formatting were changed after the file was generated.

Resolution:

  • Keep the original CSV format.

  • Avoid renaming column headers unless required by your Custom Payroll File configuration.

  • Avoid changing the file structure before importing it into your payroll system.

Validating Payroll Data

Before submitting the payroll export to your payroll provider, complete the following checks.

1. Reconcile Total Hours

Compare the export's:

  • Regular hours

  • Overtime hours

  • Double-time hours

against the Time & Attendance Report or Actualized CSV for the same date range.

2. Check Payroll IDs

Filter the export for blank or missing Payroll ID / Employee ID values.

Make sure every employee included in the payroll file has the correct identifier.

3. Verify Pay and Department Codes

Confirm that:

  • Position pay codes are correct.

  • Earning codes are correct.

  • Department or cost-center codes are correct.

  • Codes match the active configuration in your payroll provider.

4. Review Non-Standard Earnings

Spot-check additional earnings such as:

  • Tips

  • Reimbursements

  • Travel or drive pay

  • Meal premiums

  • Other supplemental earnings

Make sure these items appear under the appropriate payroll code or column.

Alternative Method

If you need to review payroll information before generating the final payroll file, use the Time & Attendance or Actualized CSV report to compare employee hours and identify discrepancies.

This can be especially helpful when troubleshooting differences between Nowsta and the final payroll import.

Important Notes

  • Make sure all applicable shifts and timecards are finalized before exporting payroll.

  • Payroll IDs must match the employee identifiers used by your payroll provider.

  • Pay codes and department codes should match the payroll provider's configuration.

  • Overnight shifts can be affected by the account's work week and overtime settings.

  • Avoid modifying the structure or headers of a payroll file unless the change is part of your configured Custom Payroll File.

  • Always review the exported data before submitting it to your payroll provider.

Summary

Payroll exports in Nowsta are generated from finalized time and attendance information and can be formatted for supported payroll systems or custom payroll requirements. Reviewing timecards, employee IDs, pay codes, hours, and additional earnings before submission can help prevent payroll import errors and discrepancies.

Need More Help?

Please contact support@nowsta.com.

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